Growth-stageMarketing & Sales Technology

Retiring a sunsetting CPQ and standing up guided quoting with a four-tier approval matrix

Reps quoting live in the new system

Play leadKaveanRevOps team · LeanScale

The problem

The company quoted on Salesforce CPQ, which was on its way out, and had no clean path for ramped, multi-year or custom-term deals. Approvals were informal and lived outside the system, order forms were assembled by hand, and the legal language on the paper was not reliably matched to the size of the deal. A replacement had to go live without pausing selling or re-training the sales org twice.

The play

1
Product catalog and guided selling
Built the SKU and product catalog, including a new set of integration SKUs that had never existed as sellable line items, and layered guided selling on top so reps assemble a valid quote by answering questions rather than by knowing the catalog.
2
Order forms that adapt to the deal
Built order-form PDF templates that map legal language to deal value, so the terms on the paper scale with the size of the commitment automatically instead of depending on whoever assembled the document.
3
Commercial-term handling
Configured ramped deals, multi-year terms and custom term lengths as first-class quoting cases rather than manual overrides.
4
A four-tier approval matrix
Built a sales, then services, then finance, then legal approval chain into the quoting flow, so approvals are enforced by the system and recorded against the quote.
5
Contract auto-generation
Wired contract generation off the approved quote so the document that goes out is produced from the record, not re-keyed from it.